Horticultural Crops Production

Level-II
Learning Guide-9

Unit of Competence: Operate application software packages

Module Title: Operating application software packages

LG Code: AGR HCP1 M03 LO1-LG-9

TTLM Code: AGR HCP2 TTLM 0120v1
LO1:- Use appropriate word-processing software

This learning guide is developed to provide you the necessary information regarding the following content
coverage and topics:
 word-processing software
 word-processing application
 Identifying document purpose, audience and presentation
 Identifying organizational requirements
 Matching document with software functions
Upon completion of this Learning Guide, you will be able to:

 Select word-processing software appropriate to perform activity

 Open word-processing application,
 create document and add data according to information requirements
 Identify document purpose, audience and presentation requirements, and clarify with personnel
as required
 Identify organizational requirements for text-based business documents, and design document
structure and layout to ensure consistency of style and image
 Match document requirements with software functions to provide efficient production of
documents
Information Sheet-1 word-processing software
1.1 INTRODUCTION TO COMPUTER

 Computer is an electronic device that is designed to work with Information. The term computer
is derived from the Latin term ‘computer’, this means to calculate or programmable
machine. Computer cannot do anything without a Program. It represents the decimal numbers
through a string of binary digits. The Word 'Computer' usually refers to the Center Processor Unit plus
Internal memory.
1.2 Word Processing software

 Some of the functions of word processing software include:

 Creating, editing, saving and printing documents.

 Copying, pasting, moving and deleting text within a document.

 Formatting text, such as font type, bolding, underlining or italicizing.

 Creating and editing tables.

 Inserting elements from other software, such as illustrations or photographs.

 Correcting spelling and grammar.

Below is an example of a blank Microsoft Word window with areas of the window
highlighted.

Figure 1. Microsoft Word processer

Below is a listing of different word processors
 AbiWord.
 Apple iWork - Pages.
 Apple Text Edit - Apple macOS included word processor.
 Corel WordPerfect.
 Google Docs (online and free).
 LibreOffice -> Writer (free).
 Microsoft Office -> Microsoft Word.
 Microsoft Works (discontinued).
 OpenOffice -> Writer (free).
Information Sheet-2 word-processing application

2.1 Word processing applications

 A word processing application, such as Microsoft Word or Corel WordPerfect, is very good at
working with basic text. If you want to type fast, check your spelling and grammar, automate
repetitive typing tasks, create outlines, track changes to the text, write reports with footnotes,
make and organize tables of data, and print to desktop printers, then you should choose a word
processor as your application.
2.2 Types of Word Processing Applications

A word processor is an application that allows you to type in, edit, format, save, and print text. The
text shows on screen the same or very similar to how it will appear in hard copy format. Word
processors are commonly used by students, writers, authors, desktop publishing professionals and
layout artists. Before you purchase a word processor, try several out. Some can be downloaded for
free, and other can be downloaded for a trial period.
Figure 1. Word processer software application
 1. Microsoft Word

One of the most well-known and widely used word processing applications on the market is
Microsoft Word.

2. WordPerfect

WordPerfect is a word processing application from Corel Corp... WordPerfect was popular in
the early 1990s.

3. Lotus Word Pro

Lotus Word Pro is an ideal program for your word processing needs. This program works in
concert with Lotus applications to allow you to create and distribute formatted text documents.

4. iWork Pages

Pages is a word processing program offered by Apple Incorporated, so if you own a Mac
computer this might be the ideal option for your needs. It is a part of Apple's iWork suite of
programs.
Information Sheet-3 Identifying document purpose, audience and presentation

3.1 Documentation

Documentation is a set of documents provided on paper, or online,

or on digital or analog media, such as audio tape or CDs. Examples
are user guides, white papers, on-line help, and quick-reference
guides. Paper or hard-copy documentation has become less
common. Documentation is often distributed via websites, software
products, and other on-line applications.
3.2 .Prepare to create a presentation
 Create a presentation
1. Open PowerPoint.
2. In the left pane, select New.
3. Select an option:
1. To create a presentation from scratch, select Blank
Presentation.
2. To use a prepared design, select one of the templates.
3. To see tips for using PowerPoint, select Take a Tour, and
then select Create, .
3.3 Purpose, Audience and Methods of Presentation

Sharing information is a necessary activity in every workplace. You may have to take part in a staff
meeting or read a newsletter, and you will probably present information at some time in your career.
Information can be presented in written, graphic or verbal form. You need to be able to communicate in
all of these ways.
During this topic you are going to learn how to prepare and produce an electronic presentation.
Before you start you need to determine:
 the purpose of your presentation
 who your audience is
 How you will present the material.
 3. Method of presentation

•It is important the method suits both the purpose of your presentation and the audience.

Table 1. Different ways to give a presentation.

Face to face Presenting face to face with an audience, such as at a seminar or a staff meeting.

Specialist speaker Engaging a specialist speaker/demonstrator for certain aspects of the presentation

Self-running Choosing a 'self-running' mode, such as a looped video that runs continuously on a TV
monitor at an exhibition stand

Self-use Designing a presentation for people to use themselves, such as at a conference or a

training session, with activities to assess their understanding of the tasks

Online Setting up the presentation on the internet.

 4. Presentation Requirements

1 Data projector or display monitor

2 Digital pointer or annotation pen

3 Electronic smart boards

4 Sound equipment and visual monitors

5 Network/Internet access

6. Speaker notes and handouts

 Information Sheet-4 Identifying organizational requirements

4.1. Organizational requirements

All three types of requirements are different and serve different purposes.
1. Business requirements

Describe why the organization is undertaking the project. They state some benefits that the developing
organization or its customers expect to receive from the product. Business requirements may be delineated in
several documents such as a project charter, business case, or in a project vision and scope statements. Business
requirements bring the project owner, stakeholders and the project team on the same song sheet. But you can’t
build software from such high-level information.
1. User requirements
Referred to as user needs, describe what the user does with the system, such as what activities that users
must be able to perform.

User requirements are generally documented in a User Requirements Document (URD) using narrative text.
User requirements are generally signed off by the user and used as the primary input for creating system
requirements.

2. System requirements
The building blocks developers use to build the system. These are the traditional “shall” statements that
describe what the system “shall do.” System requirements are classified as either functional or supplemental
requirements.
The list below shows various types of additional requirements.

 Accessibility

 Accuracy

 Audit, control, and reporting

 Availability

 Certification

 Configuration management

 Deployment

 Documentation

 Efficiency (resource consumption for given load)

 Effectiveness (resulting performance in relation to effort)

 Environmental protection
5.1. Software Documentation

Software documentation is written material, images, or video instructions that come with computer
software. As a rule, software documentation explains how to use a program or a service.

There may be different types of software documentation, depending on the audience it is created
for.

 Here are some examples of the software documentation types:

 Requirements documentation. Typically created in the beginning of a software development
project. Has the goal to clearly and precisely specify the expectations in regards to the software
being created. May include functional requirements, limitations, hardware or software
requirements, compatibility requirements, and so on.
 Architecture documentation. Defines the high-level architecture of
the software system being created. May describe the main components
of the system, their roles and functions, as well as the data and control
flow among those components.

 Technical documentation - Documentation of the software code,

algorithms. Written for the technical audience like software developers.

 End user documentation - Refer to User Guide.

 5.2 Importance of Documentation in Software Development

 For a programmer reliable documentation is always a must. The presence of documentation helps keep
track of all aspects of an application and it improves on the quality of a software product. Its main focuses
are development, maintenance and knowledge transfer to other developers. Successful documentation
will make information easily accessible, provide a limited number of user entry points, help new users
learn quickly, simplify the product and help cut support costs.
Documentation is usually focused on the following components that make up an application:

 server environments
 business rules
 databases/files
 troubleshooting
 application installation
 Code deployment
•5.3 Benefits of Software Requirements

 Increase the accuracy of cost and time estimates

 Simplify the transition of software from development to production

 Act as a single source of truth regarding what to include in the software solution

 Improve communication with stakeholders and customers by sharing portions of the specifications

 Reduce costly late stage change

 Document details for future reference

 Provide users with a documented list of requirements

 Reduce development effort and task duplication


LO2:- Customize basic settings and format documents to meet page layout conventions

This learning guide is developed to provide you the necessary information regarding the following content coverage and topics:


Adjusting page lay out

 Opening and viewing different toolbars
 font formatting /font settings
 alignment and line spacing
 Opening and switching
 formatting features
 data and formatting tools
 Highlight and copy text
 headers and footers
 file formatting
 storing devices
 2.1 page lay out

 Page layout refers to the arrangement of text, images,

and other objects on a page. The term was initially
used in desktop publishing (DTP), but is now
commonly used to describe the layout of webpages as
well. Page layout techniques are used to customize the
appearance of magazines, newspapers, books,
websites, and other types of publications.

Figure 1. Page Setup in Microsoft Word

Steps of page size and orientation

 Click the Page Layout tab.

 Click the Size button from the Page Setup group.

 A menu will open, showing the available page sizes.

 Choose the size you want from the menu options.

Steps of insert headers and footers

 Click the Insert tab.

 Click either the Header or Footer button from the Header & Footer group.

 Choose the style of header or footer you like from the menu options
Steps of insert headers and footers
 Click the Insert tab.
 Click either the Header or Footer button from the Header &
Footer group.
 Choose the style of header or footer you like from the menu options.
To remove a header or footer from your document
Steps of remove headers and footers
 Click the Insert tab.
 Click either the Header or Footer button from the Header &
Footer group.
 Click Edit Header or Edit Footer.